Invoicing and Payments

1. Tax invoices

Australian Taxation Office (ATO) requirements for an invoice include:

  • Suppliers identity
  • Australian Business Number (ABN)
  • An invoice number and date of issue
  • The total amount including GST
  • A brief description of what is sold including quantity and price

Also, Council requires that the council issued Purchase Order Number, Contract Reference Number (if applicable) and contact officer must be shown on tax invoices. Please do not supply goods or services without first obtaining one of these numbers from the Council officer.

Invoices that do not have a Purchase Order and Contract Reference Number (if applicable) will be returned to the supplier and delays will occur in the subsequent payment of the invoice. 

2. Submitting invoices

Council has arrangements to ensure tax invoices received through the mail are stamped with the date received and delivered immediately to Accounts Payable.

If tax invoices are delivered with goods, handed to Council officers, or submitted in any other way, there can be no guarantee that they will reach the Accounts Payable section, and this may result in delayed payment of an invoice.

To ensure an invoice is paid within the agreed payment terms, please email the invoice to Councils Accounts Payable.

3. Payment terms

Council's standard payment terms are thirty (30) days from acceptance of the Goods and Services and receipt of a correctly executed invoice.

4. Payment methods

Council's preferred method of payment is by electronic funds transfer. To enable this, please register as a supplier, provide banking details on a [Creditor/Supplier/Creation/Maintenance Form(PDF, 229KB)] and email the completed form to Accounts Payable.

This form will be emailed to the supplier by the council officer engaging the goods or service for the first time. Council endeavours to maintain and update supplier details on a regular basis. If any of details change, please email Accounts Payable to update details and prevent any delays in payments occurring.


5. Eftsure

Council has implemented the Eftsure software solution as part of its accounts payable processes to improve security measures. Any new suppliers who currently undertake business with Council should expect to receive an email from an organisation called Eftsure, inviting you to confirm your details with them – this will include your business name, ABN, and bank account details. Also, if you are an existing supplier who has notified us of a change of account details you will receive a request from Eftsure to confirm these new details.

The Eftsure software solution is an independent, real-time, continuous controls monitoring system, designed to validate the integrity of online transactions and supplier data. It ensures accurate electronic funds transfer of payments, providing greater assurance to its customers and their valued suppliers that when payments are processed, the funds are going where they are intended.

Due to the nature of their business Eftsure treats security with the utmost importance. It is a requirement that all Eftsure staff follow strict security guidelines.

The threat of cyber fraud is a risk Council takes very seriously. This type of fraud can include business email phishing scams, or payment data files being altered fraudulently.

If you wish to learn more about the Eftsure software solution please click here